DAOD 3038-0, Materiel Identification

Table of Contents

1. Introduction
2. Definitions
3. Policy Direction
4. Consequences
5. Authorities
6. References

1. Introduction

Date of Issue: 2022-01-31

Application: This DAOD is a directive that applies to employees of the Department of National Defence (DND employees) and an order that applies to officers and non-commissioned members of the Canadian Armed Forces (CAF members).

Approval Authority: Assistant Deputy Minister (Materiel) (ADM(Mat))

Enquiries: Director Materiel Policy and Procedures (DMPP)

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2. Definitions

analytics (analytique)

Systematic computational transformation of data into insights, for the purpose of making better decisions. (Defence Terminology Bank record number 696416)

data (données)

Set of values of subjects with respect to qualitative or quantitative variables representing facts, statistics, or items of information in a formalized manner suitable for communication, reinterpretation, or processing. (Policy on Service and Digital, Treasury Board)

Note: In the DND and the CAF, data is created, collected and used both in military operations and exercises, and in corporate administrative processes.

defence system (système de défense)

A weapons system or a defence support system. (Defence Terminology Bank record number 46905)

enterprise resource planning (planification des ressources de l'entreprise)

A process supported by multi-module application software and used by an organization to manage and integrate the important parts of its business, including finance, human resources and supply chain. (Defence Terminology Bank record number 27912) 

master data (données maîtres)

Data that provides the context for business activity data in the form of common and abstract concepts that relate to the activity.

Note: Master data includes the details (definitions and identifiers) of internal and external objects involved in business transactions such as customers, products, employees and vendors. (Defence Terminology Bank record number 695867)

materiel (matériels)

All public property, other than real property, immovable and money, provided for the Canadian Forces or for any other purpose under the National Defence Act, and includes any vessel, vehicle, aircraft, animal, missile, arms, ammunition, clothing, stores, provisions or equipment so provided. (Subsection 2(1) of the National Defence Act)

materiel assurance (assurance des matériels)

Assurance that defence systems and equipment, from a materiel perspective, are safe, fit for purpose, available and serviceable, and compliant with applicable statutes, regulations, policies, instructions and directives, throughout their life cycle. (Defence Terminology Bank record number 696294)

materiel identification (identification des matériels)

A process of identifying the core attributes of materiel that are required for materiel management, traceability and provenance identification. (Defence Terminology Bank record number 696463)

materiel master record (fiche article)

A digital record of master data produced for specific materiel during materiel identification.

Note – A materiel master record may also be referred to as a material master record or product master record. (Defence Terminology Bank record number 696464)

metadata (métadonnées)

Data that describes data itself, the concepts the data represents and the connections between the data and concepts. (Defence Terminology Bank record number 695869)

reference data (données de référence)

Data that defines the set of permissible values to be used by other data fields and do not generally change, for example, units of measurement and country codes. (Defence Terminology Bank Record number 696465)

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3. Policy Direction

Interpretation

3.1 In this DAOD, “other property” refers to property, other than materiel, real property, immovables or money, that is:

1. contractor-owned property in government custody or on inward loan; or
2. referenced in technical documentation requiring the use of materiel master records in order to maintain accurate master data.

Context

3.2 Well-managed and standardized materiel identification (MI), combined with enterprise information management using enterprise resource planning (ERP) software, provides robust governance of materiel and other property, and contributes to the overall operational effectiveness of the DND and the CAF. Effective implementation of MI:

a.      provides correct identification of materiel and other property in the DND and the CAF;

b.     enables unique item identification and interchangeable MI;

c.      supports the capability for analytics;

d.      enhances materiel visibility and contributes to maintaining materiel accountability;

e.     permits the management of, and access to, materiel master records across the DND and the CAF in order to exchange technical, financial, environmental, safety, security classification, provisioning and management information;

f.      facilitates the production and updating of the catalogues of materiel and other property used by the DND and the CAF;

g.     supports materiel standardization and interoperability requirements; and

assists materiel acquisition and support personnel in the performance of materiel management within the Defence Supply Chain.

3.3 MI does not apply to:

1.  intangible assets, for example, intellectual property rights and records; and
2.  short term rentals, for example, for vehicles, equipment and tools, if such rentals are not part of a defence system.

Policy Statement

3.4 The DND and the CAF are committed to carrying out MI in a manner that:

1.  is suitable for all materiel and other property, irrespective of application within the DND and the CAF;
2.  enables:
   1. clear identification of manufacturing sources and provenance for materiel and other property;
   2. materiel assurance and configuration management;
   3. the use of materiel master data, reference data and metadata across enterprise business processes; and
   4. accurate financial reporting of materiel and other property; and
3. supports materiel management, master data governance and sound stewardship of materiel master records throughout the materiel life cycle.

Requirements

3.5 The DND and the CAF must:

a.     record master data using the Defence Resource Management Information System when security requirements permit;

b.     apply life cycle and configuration management principles with respect to all master data;

c.      comply with data management policies, instructions, directives and guidelines established for the DND and the CAF;

d.     monitor master data quality with appropriate performance metrics;

e.     leverage materiel master records in order to provide audit reporting capability;

f.       enable materiel classification and codification in accordance with the ACodP-1, NATO Manual on Codification, of the North Atlantic Treaty Organization (NATO);

g.     conduct asset determination in accordance with the requirements of the Financial Administration Manual;

h.     enable the exchange of master data across the DND and the CAF, as well as with other government departments and industry;

i.       maintain alignment and constancy of master data across all ERP-based data records;

j.       maintain digital photographic records of identified materiel and other property, along with relevant technical data and documents;

k.      ensure that the information required to support MI is made available at acquisition and throughout the life cycle of materiel and other property; and

l.       apply required materiel and materiel packaging marks in accordance with the relevant DND policies, instructions, directives and guidelines.

 

4. Consequences

General

4.1 Should clarification of the policy statement, requirements or authorities set out in this DAOD be required, DND employees and CAF members may seek direction through their channel of communication or chain of command, as appropriate. The anticipated results set out in the policy statement may not be achieved by the DND and the CAF if the requirements specified in this DAOD are not properly implemented. Not achieving the anticipated results could affect the ability of the DND and the CAF to ensure that the CAF is prepared to undertake missions for the protection of Canada and Canadians and the maintenance of international peace and stability

5. Authorities

Authority Table

5.1 The following table identifies the authorities associated with this DAOD:

6. References

Acts, Regulations, Central Agency Policies and Policy DAOD

• National Defence Act
• Policy on Service and Digital, Treasury Board
• Directive on Management of Materiel, Treasury Board (in draft)
• DAOD 1000-4, Policy Framework for Materiel and Asset Management

Other References

• DAOD 3000-0, Materiel Acquisition and Support
• DAOD 3003-0, Controlled Goods
• DAOD 3034-0, Configuration Management for Defence Systems
• DAOD 4003-0, Environmental Protection and Stewardship
• DAOD 3035-0, Materiel Assurance
• DAOD 6500-0, Data Management and Analytics
• A-LM-007-100/AG-001, Supply Administration Manual
• A-LM-505-702/JS-001, Material Management Instruction (MMI 1702) – Unique Identification and Standardized Marking of Serially Managed Materiel
• C-05-005-001/AG-001, Technical Airworthiness Manual (TAM)
• D-02-002-001/SG-001, Identification Marking of Canadian Military Property
• Hazardous Materials Management Framework
• Nuclear Safety Orders and Directives
• ACodP-1, NATO Manual on Codification
• Financial Administration Manual (FAM), Assistant Deputy Minister (Finance) intranet site
• Materiel Identification, Assistant Deputy Minister (Materiel) intranet site